Privacy Policy

SystemService provides a website and platform for service, repair and operational workflow management.

For privacy-related questions, you can contact SystemService through the official contact channel published on the website.

This policy applies when you visit the SystemService website, contact us, use the platform, create or manage an account, submit a repair request, upload files, or communicate through SystemService.

Separate agreements may apply for business customers using SystemService as a SaaS platform, including a data processing agreement where required.

When SystemService processes data for its own website, contact forms, business administration, security, subscriptions or direct service communication, SystemService generally acts as the data controller.

When a business customer uses SystemService to manage its own customers, devices, service requests and internal workflow, that business customer is generally the controller and SystemService acts as processor.

The exact role may depend on the context and the applicable agreement between SystemService and the business customer.

Account and contact data, such as name, email address, phone number, company name, role and login-related information.

Company and billing data, such as company details, address, VAT number, KVK number, subscription status and payment reference data.

Service and repair data, such as request numbers, device information, serial numbers, issue descriptions, status updates, diagnostics, reports and communication history.

Uploaded files, such as photos, documents, reports or other files that are necessary for the service process.

Technical data, such as IP address, browser information, session data, security logs, audit logs, cookie preferences and platform activity records.

We process personal data to provide the website and platform, manage accounts, process service requests, communicate with users, provide support, operate subscriptions and maintain security.

We may also process data to improve the platform, comply with legal obligations, keep business records, protect our rights and prevent misuse.

Optional analytics or marketing processing only takes place when the required consent has been given.

Depending on the situation, we process personal data because it is necessary to perform a contract or to take steps before entering into a contract.

We may process data to comply with legal obligations, including accounting, tax and administrative obligations.

We may process data based on legitimate interests, such as security, platform maintenance, fraud prevention, support, service quality and protection of legal claims.

Where consent is required, such as for optional analytics or marketing cookies, we process data only after consent and you may withdraw that consent.

Personal data may be processed by service providers that support SystemService, such as hosting providers, email providers, payment providers, technical infrastructure providers and professional advisers.

Payment data may be processed by external payment providers. SystemService does not store full payment card details.

We only share personal data where necessary for the service, where required by law, or where this follows from an agreement with a business customer.

We do not keep personal data longer than necessary for the purpose for which it was collected, unless a longer retention period is required by law or needed to protect legitimate interests.

Retention periods may differ for account data, service records, uploaded files, billing records, audit logs and technical logs.

Depending on the situation, you may have the right to access, correct, delete, restrict or object to the processing of your personal data.

Where processing is based on consent, you may withdraw consent at any time. This does not affect processing that took place before withdrawal.

You may also have the right to data portability and the right to lodge a complaint with the relevant supervisory authority.

SystemService applies technical and organisational measures intended to protect personal data against unauthorised access, loss, misuse or alteration.

These measures may include access control, role-based permissions, secure authentication, audit logging, backups, encryption in transit and operational monitoring.

We may update this Privacy Policy when our services, platform, legal obligations or processing activities change.

The current version is published on this page.